How to Run an AI System Inventory for Compliance

An AI inventory is the foundation of every credible compliance program. Without it, classification and control design become guesswork.

Minimum data fields per system

• system name/version
• owner and backup owner
• provider/deployer role
• intended purpose
• affected users/groups
• input data types
• output usage (advisory vs decision-impacting)
• risk classification rationale
• oversight and escalation owner
• documentation status

Build once, update continuously

Treat the inventory as a living operational asset. Set monthly review cycles and event-driven updates for major model or workflow changes.

Governance routine

• Product adds new entry before launch
• Compliance validates classification
• Ops verifies monitoring and logs
• Legal reviews edge/high-impact cases

Common pitfalls

• One record per tool instead of per use case
• Missing owner fields
• No timestamped review history
• No linkage to mitigation actions

Final takeaway

A strong inventory reduces legal uncertainty, speeds procurement responses, and improves internal decision quality. Start simple, but enforce consistent updates.